Employee Management Presentation Saturday, June 11, 2016

Employee Management Presentation Saturday, June 11, 2016 Areas of Coverage What should I be focusing on? Common Questions across the Community Grow on what you already know! Creating User Logins for Millennium Employee Entry & Profile Adjustments Employee Commissions Adjusting Membership Commissions Adjusting Treatment Rates/Commissions Entering Employee Schedules Open Forum for Questions & Answers

Primary Focus Data Entry Entering New Membership Sales Transferring Successful EFT Memberships Adjusting Prepaid Massage & Elevation Quantities Obtaining Credit Card Information from Members * 18 locations had a total of 0 memberships transferred on Wednesday morning. If you are not transferring, you are falling behind! Existing Environment Logmein installed on all computers? Millennium installed on all computers? New/Replacement Main Computer installed? Millennium data been transferred to new Main Computer? Account with Element PS been established? Is Millennium accessible on all computers for all Windows logins?

Common Questions Millennium is a Client – Server Installation What does that mean? In order for Millennium to operate properly on your computers, it requires that permissions are set correctly. What are permissions? In short, your main computer must have the exact same user names/passwords that you have on each computer (i.e. Manager, Receptionist, Therapist, etc.). These user names & passwords need “permission” to read/write data to Millennium located on your main computer. Data Path is typically C:\Program Files\Harms\Millennium 2008 Customer records with Capital Letters will be converted to “proper” case Additional “merging” is being conducted by Harms Software Inc. The expiration date is not being set correctly in the Client Membership Input screen. Customers in “auto-renew” will have recurring one month expiration dates from the date of their EFT process date

Grow on what you know! Right Click Menu/Options on an existing Customer Name Right Click/Last Client Used on a blank search field Example 1 Jim Smith’s membership needs to be transferred into Millennium using the Client Membership Input Screen Jim Smith’s address & contact information is not in Millennium Right Click -> Edit/View This Jim Smith’s membership information was successfully transferred into Millennium and now I want to verify his membership details Click on the “Find” button Right Click/Last Client Used Double click on the “Blue Star” indicator Quick Searching in the Customer Profile Screen Intelligent Controls Last 4 digits of Home/Business Phone Number Membership Number (Z# + Membership Number -> Z#1234)

User Logins Security Rights have been altered for the following user User Name: Retreat Password: Retreat1 Access to Management -> User Logins is now granted Important Aspects of the Login Screen Display Name = First & Last Name of Employee Login ID = First Letter of First Name + Last Name Password = 1234 (Force Password Change Enabled) Association of Login ID to a Group Franchise Owner, Retreat Director, Assistant Retreat Director, Lead Lifestyle Consultant, Lifestyle Consultant, Lead Massage Therapist, Massage Therapist Security rights & access to certain features of Millennium will now be “unlocked” based off of the level of access for each Security Group Try not to play around too much (that means you Stacie )

Employee Information All Staff Members will need to be entered into Millennium. This can be accomplished by navigating to Data -> Employees -> Employee Information Important Aspects of the Maintenance Tab/Section Employee Code is the name that will appear in the Appointment Book. It is limited to 10 characters, so Therapists will long names will need to be abbreviated to adhere to the 3B3 naming convention All staff members will be assigned to Service Level 1 The Employee ID = Payroll Number & Employee Name Appropriate Check Boxes Selected (Lifestyle Consultants should not show in the Appointment Book, but should appear in the Time Schedule) Do not delete the “House” employee profile Important Aspects of the Appointments & Services Tab/Section Blue Heading Color = Male, Pink Heading Color = Female Mask Increment should be set to 30 Minutes & “Bookable” Allow Double Booking should be disabled (not checked) “Allowed Services” & Times should be selected & adjusted appropriately for each Therapist (certain therapists do not do pre-natal massages)

Employee Commissions Commission Scales should be established for each Staff Member. Part of this will be accomplished in the Salary/Commissions tab/section of the Employee Information Screen. Important Aspects of the Salary/Commission Section Salary amounts should be entered based off the pay period. If the pay period is semi-monthly, then the semi-monthly amount should be entered. Punch In/Out Rule should be set for all employees. This will limit them from punching in more than 15 minutes early. Overtime settings should adhere to State Policy Therapists should be set to Salary or Commission on the Service Tab Assistant Retreat Directors & Retreat Directors should be set to Salary AND Commission on the Service Tab The Retail Commission scale should read, “From $0.00 to $ %” and be set to “Straight Commission” and payable “Every Two Weeks” Additional Salary or Wages for Lead Therapists will be classified in the “Additional Pay” section of the Charges/Additions tab/section Once one profile has been completed, you will have to ability to “Copy Commissions from another Staff Member”

Membership Commissions Membership Commissions have already been defined for each type of membership offered at Massage Heights. You will have the ability to adjust the default rates by navigating to Data -> Memberships -> Membership Definitions Important Aspect of the Membership Definition Screen A flat dollar amount of $5.00 has been established for all memberships Non Therapist percentages must be defined for each membership offered. For example, the percentage that the Lifestyle Consultant may receive must be declared under the “Employee Specific Commission Override” section Non Therapist percentage must be defined for the “Recurring Fee” for each membership offered using the “Employee Specific Commission Override” section You will have the ability to “Copy Commissions from Another Membership” once one membership definition has been completed. Please Note: Only copy commission definitions from the same term membership. For example, copy the 3 Month Foundation Dues from the 3 Month Foundation PIF

Treatment Rates & Commission Specific Treatment Commission Rates have already been defined for each type of massage & elevation offered at Massage Heights. You will have the ability to adjust the default rates by navigating to Data -> Services -> Service Definitions Important Aspect of the Service Definition Screen Default Commission Rates are located on the Services/Deductions tab/section of the Service Definition Screen These rates represent the “standard” rate that each Massage Therapist would get paid for when performing that service If you pay Lead or Tenured Therapists a higher rate, then you will need to define that specific rate in the “Employee Specific Commission Override” button. This will need to be adjusted for all massage services & elevations offered if a different commission rate is being paid out. If you pay a higher “standard” rate for any massage or elevation, then you would simply change the default rate entered in the “Override Standard Service Commission field” and specify that different percentage for flat dollar amount

Employee Schedules Once all of your staff members have been entered into Millennium, you will need to enter their schedules. You can access the Employee Weekly Screen by navigating to Schedules -> Weekly Schedules Important Aspect of the Employee Weekly Schedule Screen Staff Member names will ONLY appear if “Show Name in Time Schedule” is enabled in their Employee Profile “Work Time” is the standard work activity that will be used to represent standard working hours Different “Work Activities” have been created to allow better tracking and time management of your staff. It is encourage to properly adjust their schedule based on different situation (i.e. Vacation, Education, Coming in Late, etc.). There is a report that you will be able to run called, “Time Summary by Activity.” This report will summarize the different activities based off of the date/time range entered If a staff member has the same weekly schedule, simply enter in the first week and copy it forward 52 weeks If a staff member has an alternating weekly schedule, simply enter in “Week 1” and “Week 2” and then copy “Week 1” forward 52 weeks (every other week) and then “Week 2” forward 52 weeks (every other week)

Question & Answer Open Forum for Questions & Answers from Attendees

Thank You!